Presentation on theme: "SESSION 2: Introduction to the SU & Warwick Sport"— Presentation transcript:
1SESSION 2: Introduction to the SU & Warwick Sport Zoë Buckland, Sports Officer
2Why do I need to know about the SU and Warwick Sport? Warwick Sport is a joint partnership between the SU and the University’s department of PE and Sport. ALL fees go into a budget which is spent ONLY on Sport and related activities. The SU provides resources in student activities, and also the Sports Officer – however, none of these are paid for by Warwick Sport memberships or fees.
3Warwick Sport in 2013 10,300 students members of Warwick Sport 6,200 students involved in 70 sports clubs£65,000 grant from the University£612,600 costs to cover each yearFrom staffing costs, insurance, BUCS, club grants, professional services, facilities maintenance, etc.
4Warwick SU in 2013 6,200 students involved in 70 sports clubs 11,250 students involved in 250+ societies250 student staff working across our 6 F&B outlets760 SSLC reps & 9 faculty reps55 student councillors including 4 liberation officers£150,000 of student house deposits won back by our Advice Centre in 2013£7m turnover 12/13
5Tricky FinancesRely on £2m/year from the University to run everything we do£1,200/day rent – ouch!Last year spent £2.792m on student activities, (societies and sports clubs), the advice centre and on representation.In short, we don’t have a lot of money!
6Why are you telling me this? We are one of the largest Students’ Unions in the country, yet have one of the smallest staff teams!Ridiculous/unsustainable right? Right.Things take a little longer to process and organise then we all might hope, but it’s better than the alternative…… cutting Sports Clubs and Societies and giving up our Student Representation.
7Staff Support Hollie Miles Sports Administrator How can Hollie support you?Booking minibusesRegistering coachesHelp with club accountsHow can you contact her?Sports Centre office, 9:00-16:30 weekdays
8Staff Support Tom Koczkowski Sports Administrator How can Tom support you?BUCS entriesBUCS costsHow can you contact him?Sports Centre office, 9:00-16:30 weekdays
9Staff Support Gerard Henry Student Activities Manager How can Gerard support you?Planning events (trips, tours, balls)Sponsorship packsInsuranceHealth & Safety risk assessmentsHow can you contact him?Resources Room, 9:00-16:30 weekdays
10Staff Support Indy Sanghera Student Activities Coordinator How can Indy support you?Planning events (trips, tours, balls)Filling in Event Planning Packs Sponsorship packsHow can you contact him?Resources Room, 9:00-16:30 weekdays
11Staff Support Paula Thomas Finance Counter Assistant How can Paula support you?Depositing money into club accountsCollecting money for reimbursementHolder of the SU credit cardHow can you contact her?Finance Office (2nd floor, SUHQ), 10:00-15:00 weekdays
12Staff Support Jen Emeny-Green Performance Coordinator How can Jen support you?Volunteering opportunitiesCoaching and refereeing opportunitiesStarting a new leagueIncreasing participationCatering for beginners in your clubHow can you contact her?Sports Centre office, 9:00-16:30 weekdays
13Staff Support Lisa Infantino Performance Coordinator How can Lisa support you?Focus TeamsPre-seasonScholarship programmeHow can you contact her?Sports Centre office, 9:00-16:30 weekdays
14Staff Support Gareth Shuttleworth Facilities Coordinator How can Gareth support you?One-off booking of Warwick Sport facilitiesHow can you contact him?Sports Centre office, 9:00-16:30 weekdays
15Staff Support James Ellis Director of Sport Gemma Morris Head of Delivery
16Staff Support Zoë Buckland Sports Officer What is the Sports Officer’s role?Student face of sport!Always voicing the best interest of students to the UniversityInvolved in strategic thinking and long term projects at the SU & UniversityKeen to help and promote all sporting activities and eventsAlways able to help when things go wrong (or at least who someone to ask who will be able to help!)Don’t just me when you want to complain or rant, I can be so much more than that!How can you contact me?In my office, 2nd floor SUHQ, 8:30-17:00 weekdays (except when I’m in meetings!)
17Staff SupportRuby Compton-Davies Sports Officer Elect Ruby will take office on 1st August 2014!
18The Resources Room Find it on the 2nd floor of SUHQ This is your room – don’t knock, just enter!Use it for exec meetings, for printing and guillotining, for designing posters, and for filling out and submitting forms.Get to know the staff, they are here to support you (kind of hard to do that if they don’t know what you’re up to!).
19FacilitiesIf you have club sessions in Warwick Sport facilities, then you will need to apply for regular bookings with Gemma Morris.If you wish to hold an event in Warwick Sport facilities, then you will need to submit an event pack to Gemma Morris.Don’t worry yet, you’ll get an about these things nearer the time.
20Facilities You can book SU spaces too! IKEA Membership Space Copper Rooms 2SUHQ Meeting RoomsMighty Duck/Terrace Bar/Copper Rooms 1All with or or “Bookings” in Exec Resources
21CirclingTo book your club in for circling, you need to complete this formWait to hear from the Sports Officer as to which room you will be circling in.If you’re expecting a particularly big circle one week, ask the Sports Officer in advance if you can use the Chill Out space.
22Marketing You can advertise on the SU Website! Send text for your article and a picture (of dimensions 540 x 270 pixels) to
23MarketingYou can advertise in the fortnightly SU publication, The Bubble!Circulated to kitchens in every hall on campus.content toDeadlines viewable here
24FinanceCan’t withdraw money from your account without filling in a form.The 2 most common forms:Money Requests (used to withdraw money or pay for goods and services); andSales Invoice Requisitions (used to raise invoices, typically to get sponsors to deposit money into your account).All forms can be found at
25Finance – how long do payments take? Typical timeframes that you can expect for payment after filling in forms:Money Requests:BACS payments take 3-4 working daysCash takes 1-2 working days (collected from Finance Office)Cheques take 1-2 working daysSales Invoices:Money deposited into your account within 3-4 working days (except if you are sponsored by Kelseys!).
26Finance – how long do deposits take? To deposit money into your account:Go to the Finance Office (2nd Floor of SUHQ on the RHS) and hand the cash to Paula on the front desk.Make sure your cash is counted (and bagged where depositing coins).You will be handed a receipt – keep this safe!The money will then be deposited into your account on the next working day.
27Finance – how do I pay for things using club money? The usual process for paying for goods is that an exec member will pay for the items upfront and then reimburse themselves from the club funds via a Money Request form.This is fine (although double-check you can be reimbursed for the goods you want to purchase if they total more than £100).If you don’t want to/can’t individually pay for the items first (and then reimburse yourself), we have a Union credit card that can be used to pay for the goods/services directly instead. This requires a Money Request form to be used.
28Finance – Top Tips Things which might make the process take longer: You need 2 exec signatures on the formsAll forms exceeding £100 need the Sports Officer’s signatureFinance Office opening hours are 10am – 3pm weekdaysIndividuals who require payment (DJs/guest speakers etc.) need to be registered with HMRCGet the correct codes for the forms!Charity Law! (we’re coming to this later)
29Ordering DeliveriesFor all orders, you must use the following delivery address:Westwood Games HallUniversity of WarwickCoventryCV4 7AL
30How to get money! Sports Club Grants Grants for your year have been applied for by your predecessors, you will need to submit a budget pack next year.Apply for sponsorship from corporate sponsorsContact for advice and contactsApply to the Opportunity Fund for equipment/projectsYou can get up to £1,000!It is for something tangible (equipment, kit, etc.)Apply to the Lord Rootes Memorial Fund for unusual projectsYou can get up to £3,000!All about personal development with this one (coaching, volunteering projects, etc.)Apply to the Project Fund/Campaigns Fund at Student CouncilForms available here
31SESSION 2: Introduction to the SU & Warwick Sport *End of session*Note down any questions you may have now, and we’ll have time to go through them during the break or the Q&A at the end.